Meeting Space Request

Application Deadline: October 1, 2023


51st Annual Meeting | October 30 - November 3, 2023 | Hilton San Francisco Union Square | San Francisco, California (U.S.)
If you have any questions please reach out to the NAPCRG office at
Applications are now closed.

Organizations wishing to hold meetings/events in conjunction with the Annual Meeting between Monday, October 30, and Friday, November 3, must submit the Affiliate Meeting/Event Space Request Form online. Please review the following guidelines carefully before completing the online form.

The meeting/event approval process can take up to 21 business days from the submission date. Space assignments will begin once final conference programming has been completed. Once your meeting/event has been reviewed, you will receive an email notification confirming your meeting/event. Hilton San Francisco Union Square will not reserve meeting rooms/function space for ancillary meetings for any individuals/organizations during the annual meeting without prior approval from NAPCRG. NAPCRG reserves the right to decline approval of any ancillary meeting or event request.

The space application deadline is October 1, 2023. After this date, you are still able to submit requests and staff will accommodate, if possible. Available space is assigned on a first come, first serve basis.

To maximize attendance during the Annual Meeting, NAPCRG encourages meetings/events to be held during the following times:

  • Monday, October 30:
    • Between 8 a.m. and 5:30 p.m.
    • Between 6:30 p.m. and 8 p.m.
  • Tuesday, October 31:
    • Before 8 a.m.
    • Between 12 p.m. - 1:30 p.m.*
    • Between 6:00 p.m. and 8 p.m.
  • Wednesday, November 1:
    • Before 8 a.m.
    • Between 12 p.m. and 1:30 p.m.*
    • Between 6:00 p.m. and 8 p.m.
  • Thursday, November 2:
    • Before 8 a.m.
    • Between 1 p.m. and 8 p.m.
  • Friday, November 3:
    • Before 8 a.m.

*lunch times are subject to change as conference schedule is developed

There is no fee for meeting space at the hotel, but NAPCRG does collect administrative/event coordination fee of $100 for meetings up to four hours and $250 for meetings over four hours. This fee includes NAPCRG coordinating the logistics of your room set and basic audiovisual.

NAPCRG committees, special interest groups and partner events are excluded from this fee. NAPCRG committee meetings will not have food and beverage during their meetings. Click here to learn more about becoming a NAPCRG partner.

NAPCRG Responsibilities

  • Event and Space Confirmation: A NAPCRG staff member will contact you to confirm your event space and connect you with the Hilton Event Manager.
  • Audiovisual: In most cases, NAPCRG will provide basic audiovisual equipment to include, meeting space Wi-Fi, video data projector, screen, laptop, easel and flipchart, not to exceed NAPCRG inventory.
  • Event Promotion: Your event will be included in mobile application schedule.

Affiliate (Host) Responsibilities

  • Submit Event Details and Administrative Fee: An Affiliate Meeting/Event Space Request form and non-refundable administrative/event coordination fee must be submitted for the event you plan to host during the Annual Meeting.
  • Hotel Coordination and Payment: The Hilton San Francisco Union Square does not require a separate contract for your event space. You will work with a Hilton Event Manager to order your catering and any additional audiovisual needs you may have. Billing arrangements will be made between you and the hotel per the hotel’s policies.
  • Joint Events: You may host a joint event with another organization, but one person/organization must serve as the primary host and the other(s) co-hosts. The primary host will receive all event correspondence and will be responsible for disseminating to co-hosts.

Menu and Event Planning Resources
Please review the Hilton San Francisco Union Square menus. When estimating your event costs, be sure to add the noted service charge and sales tax to your base costs.

Please contact NAPCRG staff at with any questions or for more information.

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